Executive Assistant - Event Manager

About the Role

We are looking for a highly organized and proactive Event Manager to join our Ad Sales Engagement & Events team. Reporting to the Director, this position is responsible for planning and delivering a variety of events aimed at supporting the sales department, including exclusive client experiences, internal engagement activities, and on-site event execution.

Key Responsibilities

• Plan and oversee bespoke client events that nurture sales relationships and promote business growth.
• Manage comprehensive event logistics such as venue selection, vendor coordination, catering, production, transportation, and overall guest management.
• Maintain all event communications and documentation, including attendance tracking, accommodation lists, travel plans, and activity options with precision.
• Collaborate with the internal design team to develop and finalize event communications like Save-the-Dates, invitations, and RSVP materials.
• Create and monitor event budgets from start to finish, including authorizing expenses, real-time financial tracking, and working alongside Finance.
• Handle vendor management tasks including onboarding, contract negotiations, and invoice processing.
• Lead internal events such as team gatherings, leadership meetings, and employee engagement initiatives.
• Provide on-site management ensuring smooth execution from setup through cleanup.
• Work closely with Ad Sales leadership and cross-functional teams to ensure event alignment with business goals.
• Develop and maintain detailed timelines, run-of-show documentation, and all event-related communications.
• Quickly identify and resolve any issues during events to preserve a premium attendee experience.
• Oversee premium merchandise programs including concept creation, sourcing, packaging, shipping, inventory tracking, and managing recipients.
• Maintain critical sales resources such as event calendars, inventory records, and client program materials.
• Prepare detailed event dossiers for each hospitality initiative within Ad Sales.
• Support internal Ad Sales initiatives including charitable events, team-building activities, and recognition programs.
• Coordinate with team members to ensure prompt and accurate reconciliation of all event expenses.

Qualifications and Skills

• Experience in corporate event planning; media industry experience preferred.
• Proven track record managing client-facing events and corporate programs.
• Strong vendor relationship management and negotiation capabilities.
• Demonstrated ability to budget and navigate financial processes.
• Top-notch organizational and project management skills with ability to handle multiple events simultaneously.
• Excellent communication and stakeholder management talents.
• Experience interacting with VIPs, senior executives, and high-profile clients.
• Ability to remain composed under pressure and solve problems promptly during events.
• Highly detail-oriented with proficient time management and multitasking skills.
• Capable of working both independently and collaboratively.
• Professional demeanor with strong interpersonal abilities.
• Flexibility to work outside traditional hours, including evenings, and willingness to travel.
• Must be available and responsive during active events and after-hours as necessary.
• This position supports a dynamic event schedule and is not limited to standard business hours.

Additional Information

The role demands flexibility, a solutions-focused approach, and readiness to work extended or evening hours based on event requirements. With a busy and varied event calendar, the candidate should be prepared for a non-traditional work schedule to deliver seamless event experiences.